Questions and Answers from the Vendor Conference and Questions Thereafter

TDF Treatment Conference Questions & Answers

  1. Question: Are you using special tracts for treatment?
    Answer: The Facility is currently using a Progressive 5 phase treatment program and a  "Specialized" program for low functioning to moderate intellectually disabled  residents and residents with severe mental illness.
  2. Question: How many total participants in treatment?
    Answer: The Facility has 369 residents participating in group as of 4/26/16.
  3. Question: What is the population of the TDF as of today?
    Answer: The Facility has 566 as of 4/26/2016.
  4. Question: How many hours per week do the primary therapists spend in group therapy?
    Answer: As stated on page 19 of the RFA, the primary therapists are required to spend 18 hours per week of face-to-face resident contact in sex offender group.
  5. Question: What percentages of groups are co-facilitated?
    Answer: All sex offender treatment groups are co-facilitated. Other groups are co-facilitated unless there are less than 6 residents in the group.
  6. Question: How many participants by phase?
    Answer: Phase 1 = 99
    Phase 2 = 150
    Phase 3 = 67
    Phase 4 = 37
    Phase 5 = 16
    Specialized = 48
  7. Question: What is the average number of hours of treatment for each resident?
    Answer: The average number of hours of treatment per resident is 2-21 hours depending  on the  phase of the resident.
  8. Question: How often are treatment plan updates done?
    Answer: Resident treatment plans are updated every 6 months.
  9. Question: What percentages of residents participate in the vocation program?
    Answer: Fifty-one percent of the population is involved in the vocation program.
  10. Question: What is the average amount of points a resident earns each week for their task?
    Answer: The average amount of points a resident earns each week is 12.
  11. Question: What is the average number of points issued each week?
    Answer: The average number of points issued each week is 3,300.
  12. Question: What is the annual number of points issued?
    Answer: The average number of points issued each year is 310,000. This includes  treatment, status, task and postage points. Approximately 170,000 are task  points.

Vendor Questions and Answers

  1. Question: Should each Applicant complete the Proposal Content listed in the Table of Contents of the RFA in addition to the specific questions listed in Part II Section C?. For example, Paragraph C of Part II first asks for "Objective/Services to be Performed (the Approach), while the Table of Contents Part II A. is titled "Executive Summary". Please clarify.
    Answer: Please replace page 3, Table of Contents Part II with the following:
    A. Intent of the RFA
    B. Department's Need for Services
    C. Objectives/Services to be Performed
    D. Organizational and Staff Specifications
    E. Service Requirements
    F. Milestones and Deliverables
    G. Service Area
    H. Pricing
  2. Question: Several sections of our submittal, such as audited financial statements, charts and graphs illustrating our processes, and documentation supporting our compliance with Organizational and Staff Specifications are considered confidential/proprietary. Please explain how this information will be protected from public disclosure by DHS, and provide the mechanism/process by which we indicate which sections of our submission are considered confidential.
    Any proprietary and confidential information should be labeled as such. You can also submit a redacted copy of your Proposal. .
  3. Question: The Proposal Submission Requirements of the RFA state that the program narrative must be double-spaced, on one side of the page, with 1-inch margins on all sides. Additionally, the submission requirements state that submissions should be bound with a single staple or binder clip in the upper left-hand corner and that applicant must not use any other form of binding. 
    Please confirm these requirements. A document responsive to all of the specifications in the RFA has the potential of being several hundred pages in length using these parameters. In addition to the environmental impact of producing five (5) copies of the response, the largest standard binder clip is two inches (2"), and may not be sufficient to contain a response of more than 175 pages. There is also an increased risk of separation of the document and damage during shipping as binder clips are not designed to be used under those conditions.
    Will the Department consider vendors modifying the proposal submission requirements to include reducing the line spacing for the program narrative to single-spaced; allowing print on both sides of the page, and the use of 3 ring binders or other mechanisms to secure vendor responses and protect them from possible damage during shipping?
    Answer: Please replace Section F. Proposal Submission Requirements in the RFA with the following:
    To be considered, proposals must be in the possession of the Department of Human Services staff at the specified location and by the designated date and time listed above. The deadline will be strictly enforced without exception. In the event of a dispute, the applicant bears the burden of proof that the application was received on time at the location listed above.
  4. Question: The RFA states… "With the exception of letterhead and stationary for letters of support, the entire proposal should be typed in black ink on white paper." Is it acceptable for an applicant/vendor to utilize color to differentiate content and improve document readability (i.e. use of color on charts and graphs) in their submission?
    Answer: Yes
  5. Question: The RFA states… "The program narrative must not exceed the specific page limits outlined in this RFA." Are there page limits associated with each/any section of the RFA? If so, please indicate the section(s) and page limitations.
    Answer: Please see Question and Answer #3.
  6. Question: The RFA states… "Applicants must submit one unbound clearly identified, originally signed proposal and four copies of the proposal. Please clarify what part of the RFA is to include an original signature (i.e. transmittal letter).
    Answer: The one unbound clearly identified, is required to have an original signature. The copies would have a signature that was copied.
  7. Question: The RFA states, "Groups are run Monday through Friday from 8am to 5pm. However, Vendors should develop a service plan for evening and weekend hours which are critical for residents." Please specify the expected staff and services to be provided during evening and weekend hours.
    Answer: Please refer to daily activity schedule. All services to be agreed upon between vendor and facility. If clinical staff are not available at the facility during evening or weekend hours, the vendor shall develop a service plan (call schedule) where they can be reached via phone. The calls shall be taken by the Clinical Director, Associate Clinical Director or Team Leader.
  8. Question: The RFA states, "The Organization and Staff responding to this RFA shall meet the following minimum organization and staffing requirements in order to be considered for this contract. Please provide documentation that indicates the Organization and Staff that will provide the services for this RFA meet these requirements." Please confirm that resumes are necessary to satisfy this requirement?
    Answer: Resumes are acceptable but not required.
  9. Question: Due to the TDF's rural location, will DHS consider allowing psychiatry services to be provided by psychiatrists who are in their 3rd or 4th year of psychiatric residency with a written waiver from the medical or program director?
    Answer: Yes, with a waiver from the Medical Director, Program Director, or designee.
  10. Question: Will IL DHS allow individuals who are Licensed Clinical Professional Counselors (LCPC) and Licensed Marriage Family Therapists (LMFT) to be eligible for the position of Team Leader?
    Answer: Yes.
  11. Question: Would DHS allow candidates with degrees in fields related to recreation therapy (e.g., wellness, kinesiology, etc.) to fill the position of recreational therapist if they met the other qualifications of the position with written authorization from the medical or program director?
    Answer: Yes, with written authorization, but a CTRS is preferred.
  12. Question: Would DHS consider the addition of an employed polygrapher and/or ppg examiner to the list of vendor proposed services, or, as with translator services, allow the vendor to provide polygraph services as needed and bill TDF at cost?
    Answer: For the upcoming fiscal year starting July 1, 2016, the TDF already has a contract for a polygrapher, however TDF would entertain this idea in the future. If an agreement was reached, a contract amendment or pass through charge may be allowed.
  13. Question: The RFA states, "Vendor shall maintain adequate and current clinical records for persons receiving treatment as described herein…" It is our understanding that IL DHS/TDF currently has physical custody of the TDF client records. Please clarify if IL DHS/TDF or the vendor will have the responsibility of physically maintaining and managing the treatment records for TDF residents.
    Answer: No, please amend to state "Vendor shall produce".
  14. Question: Accreditation by the American Psychological Association (APA) involves a lengthy review (self-study) of an existing training program prior to formal recognition. Please specify the time frame in which the vendor is expected to complete this process. Additionally, do the 30 clinical therapist positions listed in 3.f include any of these pre and post-doctoral trainees or are they in addition to?
    Answer: APA should be considered a goal of the vendor. APA should be obtained by the end of the initial 3 years of this contract.
    The pre and post-doctoral trainees are included in the 30 clinical therapist positions.
  15. Question: In questions where no direction is provided for the Applicant and/or there are no evaluation points associated with the statement, is an affirmation that the Applicant will comply and/or meet the stated requirement(s) be sufficient as a response? For example, Part II, Section E.-Service Requirements (Question 9) requires that the Vendor perform said services during hours mutually agreed to by the parties that allow treatment to be provided.
    Answer: Yes, will comply and/or meet the stated requirement(s) is a sufficient response.
  16. Question: Does pricing have any associated points that would be used to score an Applicant's submission or have any bearing on the award of a contract?
    Answer: Price points were not applied to this RFA. The price will be negotiated after the evaluation process is completed.
  17. Question: "Vendor shall provide cost breakdown of annual benefits per position." What level of detail is required?
    Answer: Please refer to pricing chart within RFA and provide breakout between salary and benefits.
  18. Question: "Vendor shall provide cost breakdown of therapist salary and benefits according to education and credential attainment." How do you fill the pricing form for positions where two or more levels of education are utilized, e.g., doctoral and master's level clinical therapists? The salaries and related payroll taxes and benefits will be different for each position. Do we use averages based on staff education/experience level?
    Answer: If two or more levels of education are utilized for a position, please provide salary and benefit information for each of the different education levels.
  19. Question: Why are operating expenses listed as indirect costs in the pricing form? They are direct program costs.
    Answer: For the purposes of this contract, labor expenses will be the only expenses considered as direct costs.
  20. Question: Please confirm the following, '"Offeror's Price for the Initial Term:" should be the grand total price for years 1 through 3. Similarly, the "Offeror's Price for Renewal(s):" should be the grand total for the 2 one year renewal option, which must be the same pricing as the initial 3 year term.
    Answer: The "Offeror's Price for the Initial Term:" should be the total price for years 1-3. The "Offeror's Price for Renewal(s):" can be different prices for each renewal year. If the price is different for each renewal year, you must submit a price for each renewal year in the Pricing format in the RFA.
  21. Question: Would DHS consider allowing staff awaiting their Associate's Sex Offender Treatment licensure to write notes co-signed by a licensed clinical therapist also present during the treatment activity?
    Answer: No, unless the practice would change to be authorized or accepted by the IDFPR.
  22. Question: Please clarify where the pricing form should be included in the request for application response to 5. Budget and budget justification or if pricing should be included in a separately sealed envelope.
    Answer: Please submit the Price in a separate envelope marked "Price Proposal".
  23. Question: The table of contents identifies the following sections E.RFA Priorities, F. Mandatory Requirements of Applicants, and G. Award Amount as part of the request for application packet; however, these sections appear to be missing from the document. Please provide.
    Answer: See Question and Answer 3.
  24. Question: The request for application states the program narrative must not exceed the specific page limits outlined in the RFA; however, the document does not provide any details regarding the page limits. Please clarify the program narrative page limits.
    Answer: See Question and Answer 3.
  25. Question: Please clarify how proposed cost will be scored in comparison to other evaluation areas (i.e., what percentage of overall points will be assigned to the cost proposal).
    Answer: See Question and Answer #16.
  26. Question: Please provide the number of committed and detained residents.
    Answer: As of 4/28/16 Committed-370 and Detained-191.
  27. Question: Please provide number of committed residents participating in treatment and the average number of hours per week.
    Answer: Approximately 309 committed residents are currently participating in treatment. The average number of hours of treatment per resident is 2-21 hours depending on the phase of the resident.
  28. Question: Please provide number of detained residents participating in treatment and the average number of hours per week.
    Answer: Approximately 108 detained residents are currently participating in treatment. The average number of hours of treatment per resident is 2-21 hours depending on the phase of the resident.
  29. Question: Please provide the number of releases per month for each of the last 12 months.
    Answer: Release includes - Transfers, Conditional Releases, and Discharges
    •  April 151
    •  May 151
    •  June 151
    •  July 150
    •  August 151
    •  September 150
    •  October 151
    •  November 154
    •  December 150
    •  January 160
    •  February 163
    •  March 161
    •  April 163
  30. Question: Please confirm if there is a Transitional Care Unit for mentally ill. If not, is there space?
    Answer: It is unclear what is exactly being referred too in Part II, C. Page 11 regarding a "Transitional Care Unit for mentally ill", however TDF doesn't have a designated unit for mentally ill residents. Also, there is not additional space available, but there are options for housing.
  31. Question: Please clarify if monthly individual therapy is required for all residents or if this therapy is provided on an "as needed" basis.
    Answer: As needed.
  32. Question: Would IDHS be open to have treatment semesters developed as recommended by Treatment Advisory Board?
    Answer:It is unclear as to what the term "semesters" actually means in this context, however TDF is open to considering different treatment options as long as they would meet or exceed the current treatment that the residents are receiving.
  33. Question: Please provide the number of residents with special needs by category:
    1. Blind -2
    2. Deaf-1
    3. Dually diagnosed- TDF does not track this information.
    4. Developmentally disabled- TDF does not track this information.
    5. Other - 2
  34. Question: Please provide the average group size for detained residents and those committed.
    Answer: Detained and Committed residents currently attend groups together. Please refer to Part II, C. Page 11, 2. "The number of residents in a group will be ten (10). When groups reach twelve (12), plan to split the group into two groups.
  35. Question: Please provide a weekly Treatment Group Schedule (days) by therapist(s), group type, length and number of residents.
    Answer: Please refer to Daily Schedule provided.
  36. Question: Please provide the number of residents that participate in each of the following phases: Phase 1, Phase 2, Phase 3, Phase 4, and Phase 5.
    Answer: Information provided in questions from Vendor Conference. 
  37. Question: Does this only include "core" sex offender treatment services? If not, please provide a breakdown of other services provided:
    Answer: Yes
    • Individual psychotherapy
    • Evaluation and assessment
    • Anger management
    • Substance abuse
    • Psychiatric services including pharmacotherapy
  38. Question: Please provide the number of non-sex offender treatment groups that are currently being provided.
    Answer: Please refer to daily schedule.
  39. Question: Please confirm if penile plethysmograph assessments are required. If so, please provide the number of penile plethysmograph assessments that are performed annually. How many staff are certified in the administration?
    Answer: Yes, it varies depending on treatment needs. A minimum of one staff member should be certified.
  40. Question: Please confirm if polygraphs are required. If so, please provide the number of polygraphs conducted annually. Is IDHS or the vendor responsible for cost?
    Answer: Yes, it varies depending on treatment needs. Currently IDHS is responsible for the cost of the polygraphs.
  41. Question: Please provide the number and type of Performance Improvement projects the Clinical Team has initiated in the last year. What were the results?
    Answer: We believe this information is the property of the current vendor.
  42. Question: Please provide the strategies, if any, the program has utilized to become a High Reliability Organization that promotes resident and staff safety.
    Answer: The TDF is CARF accredited.
  43. Question: Please provide a listing of the current vacancies for treatment services by position as of April 27, 2016.
    Answer: Please refer to the RFA for required positions.
  44. Question:: Please confirm if the grievance examiners meet individually with residents to resolve issues before they become written grievances.
    Answer: Currently examiners meet with residents to attempt to resolve issues prior to grievances. In addition the Grievance Examiners also organized and distribute some issues to other departments to assist in this process.
  45. Question: Please confirm if the 30 Therapists' duties include documentation of individual meetings with residents. If so, with what frequency and length of time.
    Answer:Yes, it varies.
  46. Question: Please confirm if the therapists complete group notes on each resident in every group.
    Answer: Yes.
  47. Question: Please confirm if staff complete a note on each resident participating in recreation activities.
    Answer: Notes or attendance reports are completed for all activities.
  48. Question: Please describe the types of notes/records that are kept (i.e. medical, clinical, etc.).
    Answer: All residents have a separate medical and clinical record.
  49. Question: Please provide how long the training program has been APPIC accredited and if there has been any previous or current attempt to gain APA accreditation. If so, what is the history of these attempts? What is the current status of the program in regards to approaching the APA accreditation process?
    Answer: These accreditations are vendor specific and will not be disclosed by the Facility.
  50. Question: Please confirm if there is currently training established with medical students and/or psychiatric residents.
    Answer: No current training.
  51. Question: Please provide a copy of the current IDHS monthly report detailing requested information that is used during the utilization review process with the Department.
    Answer: Responsive documents are property of the current vendor.
  52. Question: Please provide an example of the monthly reporting provided to IDHS regarding the Sexually Violent Persons Program.
    A: Responsive documents are property of current vendor, please refer to RFA for details.
  53. Question: Please confirm if the program has an electronic Serious Incident Report reporting mechanism to inform IDHS of issues in a timely manner.
    Answer: Reporting is primarily completed via phone after normal hours and by computer during normal work hours.
  54. Question: Please provide the number of resident altercations by month over the past 12 months.
    • April 152
    • May 152
    • June 152
    • July 153
    • August 152
    • September 15 1
    • October 152
    • November 15 4
    • December 15 3
    • January 162
    • February 162
    • March 163
    • April 162
  55. Question: Are current staff trained in de-escalation techniques to reduce resident altercations?
    Answer: Yes, the majority of facility staff receives training.
  56. Question: Please confirm if the program currently conducts a comprehensive, self-assessment of its annual performance including treatment effectiveness. If so, please provide.
    A: Responsive documents are property of current vendor.
  57. Question: Please confirm if there are specific clinical indicators of treatment progress for each resident that the vendor reports to IDHS monthly. If so, please identify these clinical indicators and provide the reports for each of the past 12 months.
    Answer: Awarded vendor will be expected to provide periodic treatment progress reports as requested.
  58. Question: Please confirm if the program facilitates daily inter-disciplinary team meetings with clinical staff, STA's and Security leadership to discuss difficult residents and develop strategies before a problem occurs.
    Answer: Not daily, but twice a month.
  59. Question: Please confirm if there is a clinical team member present in IDHS shift change briefings or debriefings.
    Answer: Not currently.
  60. Question: Please confirm that vendors shall provide a copy of the strike contingency plan to the facility upon contract award.
    Answer: Yes.
  61. Question: Please confirm that vendors shall provide a copy of the professional liability insurance policy to the facility upon contract award.
    Answer: Yes.
  62. Question: Please identify the funding source for this program. Specifically, are services funded through general revenue funds, grant funding, or some other mechanism?
    Answer: General Revenue Fund.
  63. Question: Please provide a copy of the draft contract for this request for application.
    Answer: See attached copy of the contract.
  64. Question: Please provide a sample monthly invoice and associated detail.
    Answer: Refer to Part II, H. pg 22-23 for pricing format.
  65. Question: The request for application states the Facility will not pay for vacant positions. Please define vacant position and how the payback of vacant positions is calculated (i.e. vacancies in excess of 30 days, etc.).
    Answer: Example - If someone leaves on the 15th of the month, leaving a vacancy for the remainder of the month, TDF shall only be billed for the first 15 days.
  66. Question: Please provide a description of the expected pass through charges.
    Answer: As of this time, interpreter services for sign language. Other charges would be mutually agreed upon.